Jobs lost to voicemail
A first-time caller has no loyalty yet. If they get voicemail while you are on the tools or with a patient, the booking goes to whoever picks up. The receptionist answers, so the job stays yours.
AI voice receptionist
An AI receptionist that answers when you cannot.
AI phone answering set up around your business: it answers, books, handles routine questions and takes messages, then sends you a summary. Urgent or upset callers go to a person you choose. Set up and looked after by the P2A team, for owner-led businesses in Brisbane, across South East Queensland and remotely Australia-wide.
Keeps your existing numberTells callers it is an AIUrgent calls go to a person
- CallerOur hot water system's gone, can someone come out tomorrow?
- AI receptionistWe can have a plumber there at 8:00 am tomorrow. Is that still 14 Wattle Street, Booval?
- CallerYes, that's us. Thank you.
7:46 pm
Call summaryJob booked for 8:00 am.SMS confirmation sent. Summary in your inbox.
- Job
- No hot water
- Where
- 14 Wattle St, Booval
- Urgent
- No, booked
01 / Why it matters
A missed call is usually a job that goes to someone else.
Many callers who reach voicemail hang up without leaving a message and ring the next name on the list. A receptionist on the payroll covers business hours, but not the call at 7 pm or the one that comes in while you are under a house.
Work stopped for routine calls
Downing tools, stepping out of a consult or leaving the warehouse floor to answer the same question about hours costs the work in front of you. The routine calls are handled, and the work gets finished.
After-hours calls nobody hears
Plenty of people only get time to ring after work. With no answer, there is nothing to call back in the morning. The receptionist takes the details and has the summary waiting for you.
02 / How it works
Your calls, your rules, then it goes live.
Nothing is switched on until the answers and escalation rules are written down and you have heard it handle real call scenarios.
Short call
We look at how your calls actually run: who rings, what they ask, what counts as urgent and where bookings live. If it is not worth doing for your business, we say so.
Write the rules
Your answers, booking rules and escalation rules, written in plain English and agreed with you before anything is built. Including what it must never do.
Build and test
Built on proven platforms and connected to your calendar or job system where it allows it. Then tested with you on real call scenarios, including the awkward ones.
Go live your way
Keep your existing number. Calls forward to the receptionist when you choose: after hours, when the line is busy, or all the time, where your phone provider supports it.
Review and tune
You read the summaries. We go through the early calls with you, fix answers that are wrong or out of date, and keep tuning it as your business changes.
03 / What you get
A receptionist that knows when to hand over.
A 2025 YouGov survey of 1,031 Australians, commissioned by Twilio, found 84% say being able to transfer from AI to a human is important. That is why callers can always ask for a person.
Honest from the first word
Every call starts with a plain statement that it is an AI assistant and that the call may be recorded. Callers know where they stand, and nobody feels tricked halfway through.
Bookings in your system
Checks availability, then books, reschedules or cancels, for example in Google Calendar, Outlook, ServiceM8 or Cliniko, where the system allows it. The job lands in the diary, not on a sticky note.
Urgent calls go to a person
Rules you set decide what is urgent. Urgent or upset callers are transferred to a nominated person, or a priority message goes to you. Anyone with a life-threatening emergency is told to ring 000.
Details read back
Name, number and address are confirmed with the caller before the call ends. One wrong digit is a lost job, so it checks.
A summary after every call
Who called, what they wanted and what happened next, by email or SMS, with the transcript and recording where you want them. You see exactly what it heard and said.
Your call data, your settings
Recordings and transcripts are handled under privacy settings agreed with you. We tell you where they are stored before you sign, and where the platform lets us switch it off, your calls are not used to train public models.
04 / Who it suits
Built for owners who cannot always get to the phone.
Trades and field services
A plumber under a house misses three calls before lunch. The receptionist takes each caller's name, suburb and problem, books the quote visit into ServiceM8 where it allows it, and puts the burst-pipe call through to the on-call mobile.
Clinics and allied health
A physio between patients cannot pick up. The receptionist books, reschedules and answers questions about parking and hours, for example in Cliniko. It never gives clinical advice, and urgent callers are put through to a person or told to ring 000.
Distribution and wholesale
A wholesaler's customers ring after hours about orders and dispatch cut-off times. The receptionist answers the fixed questions, takes the account name and order details, and has the list waiting for the morning.
Agriculture and regional multi-site
Several sites and most of the team out of the office. Every caller is answered, the message goes to the right site, and urgent calls transfer to whoever is on that day.
Office teams and professional services
A small accounting or legal office where reception is one person. A virtual receptionist covers lunch breaks, sick days and busy mornings, books meetings into Outlook and passes existing clients to their contact.
05 / How you pay
Two fees, both in writing.
- A fixed set-up fee covers the build, testing on real call scenarios with you, and go-live.
- A flat monthly fee covers the platform, monitoring and regular tuning of the answers.
- Quoted after a short call, because call volume, the number of lines and the systems it books into all change the work.
- No lock-in contract. That is our approach: it should earn its place every month.
Every quote is fixed and in writing before anything starts. Ask for yours
06 / Is it a fit
Straight about who it suits.
A good fit if
- You miss calls while you are on the job, with a patient or away from the desk.
- Most callers want to book or ask the same handful of questions.
- You want after-hours or overflow cover without adding a person to the roster.
- Someone in the business will read the call summaries and tell us what to fix.
Something else fits better if
- You get a few calls a week and answer nearly all of them. The set-up and upkeep would not pay their way.
- Most of your calls need expert judgement on the phone, like clinical triage or complex quoting. Those calls belong with a person.
- Nobody has time to read the summaries. It needs an owner inside the business to stay accurate.
- You are not sure where to start. Book a free discovery call or take the two-minute quick-wins check.
07 / Fair questions
Straight answers.
Will callers know it is an AI, and can they reach a person?
Yes to both. It says it is an AI assistant at the start of every call, and that the call may be recorded, in line with the Australian privacy regulator's guidance that public-facing AI should be clearly identified. Callers can ask for a person at any time, and urgent or upset callers are transferred to a nominated person or a priority message is taken for you.
Will it get names and details wrong?
Sometimes, yes. Accents, background noise and unusual names cause mistakes, and nobody publishes a reliable error rate, so we will not quote one. It reads key details back to the caller, and every summary shows you what it heard. We go through the early calls with you and fix what it gets wrong.
Do we have to change our phone number?
No. You keep your existing number, and calls forward to the receptionist when you choose: after hours, when the line is busy, or all the time. Which option suits depends on how your calls run and what your phone provider supports.
Can it book into the systems we already use?
Often, yes. It can connect, for example, to Google Calendar, Outlook, ServiceM8, Cliniko or HubSpot, and send email and SMS, where the system allows it. The fastest way to know is a short call, where we check your system before promising anything.
Can it give clinical or professional advice?
No. For clinics and allied health it books, reschedules and answers admin questions only. It never diagnoses, triages symptoms or interprets results, and urgent callers are put through to a person or told to ring 000. For other businesses it does not quote complex jobs or give advice you would be liable for.
What happens to call recordings and transcripts?
They are handled under privacy settings agreed with you, including how long they are kept and who can open them. We tell you where they are stored before you sign, and where the platform lets us switch it off, your calls are not used to train public models. Health providers are covered by the Privacy Act whatever their size, so check your own obligations with your adviser.
What do we need to provide?
Your services, service areas and opening hours, plus the questions callers actually ask and the answers. Your booking rules, who takes urgent calls and a backup, and access to your calendar or job system. And one person who reads the summaries and tells us what to fix.
How does pricing work?
A fixed set-up fee and a flat monthly fee, quoted in writing after a short call. Set-up covers the build, testing on real call scenarios with you, and go-live. The monthly fee covers the platform, monitoring and regular tuning of the answers.
What if we want to stop?
There is no lock-in contract; that is our approach. Your number stays yours the whole time, so when the forwarding is switched off, calls ring through to you as they did before. The call summaries already sent to you are yours to keep.
08 / Next step
Find out if an AI receptionist fits your phones.
Tell us a little about your calls. We reply within one business day to lock in a time for a short call, and if it is not worth it for your business, we will say so.
Prefer email? daniel@power2autom8.tech
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